Guidelines for Recognizing Employee Milestones

Here are some example guidelines you can use when recognizing employee personal milestones.

Overview

We all want a chance to celebrate special events in our team members’ lives, such as the birth of a child or a wedding. The same goes for individuals leaving the Company and wanting to wish them the best in their future endeavours.

We often plan a lunch, and/or gathering, and/or gift for those individuals. Unfortunately, some individuals find it uncomfortable to say no to requests for contributions to fund these types of celebrations.  And some simply can't afford it. 

We ask that everyone respect the guidelines below relating to gifts, special events, gatherings, and solicitation. 

Birthdays

The company will gladly provide employees with a day off with pay to celebrate their birthdays.  This time off is posted to EXAMPLE:  'Other Paid Time off' on timesheets or exception reporting. 

Weddings

The Company will provide a gift of EXAMPLE:  $100 to any employee who is getting married. The individual’s manager is responsible for requesting a check or cash from Accounts Payable and presenting it to the individual.

As a rule, the Company does not pick up the tab for group events/gatherings to celebrate a marriage. Individual organizers are welcome to plan a celebratory event, but all events/gatherings are organized and paid for by the attendees on their own time.

New Parents

The Company will provide a gift of EXAMPLE:  $100 to any employee who becomes a new parent. The individual’s manager is responsible for requesting a check or cash from Accounts Payable and presenting it to the individual.

As a rule, the Company does not pick up the tab for group events/gatherings to celebrate upcoming parenthood. Individual organizers are welcome to plan a celebratory event, but all events/gatherings are organized and paid for by the attendees on their own time.

Employees Leaving the Company

The Department Manager will be happy to pick up the tab for a meal or beverages for the departing employee and the team of people who work closest to the departing individual. This gesture is appropriate to thank the departing individual for their contribution to the immediate team.

As a rule, the Company does not pay for gifts for the departing individual or the meal or beverage tabs of participants outside of the individual’s immediate team. Exceptions may be made for long-tenure employees at the discretion of management.

Solicitation for Gifts

Occasionally, team members want to purchase a gift for individuals for various reasons including extending congratulations or saying goodbye. Solicitation for gifts outside of the individual’s immediate team is strongly discouraged. We should all respect that solicitation may make people uncomfortable, particularly if asked face-to-face.

On the other hand, we recognize that some people outside of the individual’s immediate team may want an opportunity to contribute. In this case, an email to everyone (per guidelines outlined in Effective Email Communication and Etiquette) advising that a collection is being taken for the individual may be appropriate. The email must clearly state that contributions are purely voluntary and should also provide the name of a specific person to be contacted for donations or card signing.

Tax Implications

There are clear tax guidelines governing awards of gifts, near-cash gifts and rewards as taxable benefits. The Finance Department has ultimate authority in interpreting and administering the policy to adhere to tax regulations and requirements.